chapter 13 - tracking changes - west sussex … learning... · 2012-05-16 · microsoft word 2010 -...

Microsoft Word 2010 - Level 3

© Watsonia Publishing 15 Tracking Changes

CHAPTER 13 TRACKING CHANGES

If you are working on a document that needs to be edited and reviewed by others, then Word’s Tracking feature may prove indispensable. When this feature is turned on, Word will record and highlight any and all editing changes made to the document. Word will display the original text as well as the edited text in the document. The editor or reviewer can then work through the document by accepting or rejecting these changes.

In this session you will:

gain an understanding of tracking changes

learn how to enable and disable tracked changes

learn how to change options for tracking changes

learn how to show revisions in balloons

learn how to show revisions inline

learn how to hide and show revisions

learn how to show specific types of revisions

learn how to display the reviewing pane

learn how to accept and reject changes.

INFOCUS

WPL_W876


© Watsonia Publishing Page 116 Tracking Changes

UNDERSTANDING TRACKING CHANGES

When you are collaborating on a document, it is easy to forget who did what and when. That’s where the Track Changes tool comes in! Track Changes enables all edits and revisions to be

tracked and displayed in the document without losing track of the original text. Then all revisions can be either accepted or rejected by the author as required.

What is Track Changes?

Track Changes enables you to edit a document electronically (on-screen) and then review those changes, by either accepting or rejecting them. As the name suggests, tracking does not remove the original text from the document; it simply marks it and leaves it in place. In this way, you are able to clearly see where the changes have been made and what those changes are.

Why Use Track Changes?

Track Changes is particularly useful where you are working on a document with others who provide input, feedback and the like. A document can be written by one individual and then sent to another to edit. The editor’s changes are recorded alongside the original text, and the author can then consider each change and either accept or reject that change.

If you accept a change, Word will remove the original text and replace it with the revised text. If you reject a revision, Word will remove the revision and reinstate the original text.

Track Changes also enables more than one person to edit a document, and each person’s revisions can be distinguished from another’s. You are able to display all reviewers’ marks simultaneously, or select an individual reviewer’s marks to be displayed at any one time.



ENABLING AND DISABLING TRACKED CHANGES

Try This Yourself:

Op

en

Fil

e Before starting this exercise you

MUST open the file W876 Tracking_1.docx...

Click on the Review tab, then click on the top half of Track

Changes in the Tracking

group

The button stays highlighted, which means that Track Changes is turned on. You can also toggle Track Changes via the Status bar, but first you will need to add the Track Changes button to the Status bar…

Right-click on the status bar to display the shortcut menu

Track Changes is turned On...

Select Track Changes then

press to hide the menu

An additional button now appears in the Status bar...

Click on Track Changes in the Status bar

The status will change to Off…

Click on Track Changes in the Status bar to switch it On again

Repeat steps 2 and 3 to hide the Track Changes button in the Status bar

Save the document

For Your Reference…

To enable and disable track changes:

1. Click on the Review tab

2. Click on the top half of Track Changes

in the Tracking group

Handy to Know…

If you turn Track Changes on, make changes to the document and then turn Track Changes off, your changes will not be lost. They must be accepted or rejected before they are removed. They will just be hidden until you turn Track Changes on again.

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To track changes in your document, you first need to turn the Track Changes feature on (sounds reasonable, don’t you think?). Tracking is controlled by a tool which is toggled on and

off. Once the option is activated, you will see the revisions appear on-screen as you edit. Note that when you turn Track Changes on, the feature will remain activated until you turn it off.

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CHANGING TRACKING OPTIONS

Try This Yourself:

Sa

me

Fil

e Continue using the previous file

with this exercise, or open the file W876 Tracking_1.docx...

Click on the Review tab, then click on the bottom half of Track

Changes in the Tracking

group and select Change Tracking Options to open the Track Changes Options dialog box

By default, “Insertions” and “Deletions” are tracked by author; however you will track changes by colour instead…

Click on the drop arrow for

Colour in Insertions and select Red, then click on the drop arrow

for Colour in Deletions and

select Blue

You will now apply a different colour for “Changed lines”. This option enables you to scan the margins and quickly locate edits...


Colour in Changed lines and select Pink

Click on [OK] to accept the changes

The changes will not be obvious until you start marking up the document…

Save the document


To set tracking options:

1. Click on the Review tab, then click on the

bottom half of Track Changes in the

Tracking group

2. Select Change Tracking Options

3. Set the options as required then click on [OK]

Handy to Know…

The Track Changes Options dialog box includes options for tracking Moves, that is, how moved text is tracked; Formatting, or whether you want formatting to be tracked; as well as Table Cell Highlighting, or how changes to tables will be tracked. You can

also set the layout of balloons.

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Word provides a range of options that you can apply to customise the way you work when tracking changes. For example, you might prefer that both inserted and deleted text appears

underlined. Or, you might be required to use pink instead of red to highlight changes. You can even specify the size of balloon-style revisions. Here you will customise options for tracking changes.



SHOWING REVISIONS IN BALLOONS

Try This Yourself:

Sa

me

Fil



Click on the Review tab, then click on the drop arrow for

Show Markup in the Tracking group, select Balloons and then select Show Revisions in Balloons

The option was already selected, but now we can be sure it’s active. Now to turn Track Changes on…

Click on Track Changes in

the Tracking group to activate this feature

Double-click on the word and in the heading to select it, then type &

The text will be replaced and a balloon in the margin shows the changes made to the original text...

Click at the end of the first paragraph to position the insertion point, press then

type the following

As the inserted text is not replacing or amending the original text, it is simply underlined and no balloon inserted…

Save the document


To show revisions in balloons:

1. Click on the Review tab, then click on the drop arrow for Show Markup in the

Tracking group

2. Select Balloons, then select Show

Revisions in Balloons

Handy to Know…

When you select to use balloons for tracking revisions, not all revisions will appear in balloons, but only where the original text has been revised. This enables you to compare the changes made between the inserted and original text.

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There are two ways that you can display revisions: you can display them inline or in balloons. A balloon is a small box that is displayed in an area beside the right margin, with

a line connecting it to the revised text. Balloons is the default revision style. In this exercise you will ensure that this default setting is applied and then make changes to the text.



SHOWING REVISIONS INLINE

Try This Yourself:

Sa

me

Fil



Ensure that Track Changes

is active in the Tracking

group on the Review tab


Show Markup in the Tracking group, select Balloons, then select Show All Revisions Inline

You will now see that the balloon disappears and the revised text now appears with a red underline beside the original text. Let’s make some more changes...

Click immediately after the word enters in the third paragraph to position the cursor

This should read ‘entering’...

Press to delete the letter s

then type ing

The revisions will be marked in line with the original text...

Select the bullet point Shading, then press to delete the

bullet point

Save the document


To show revisions inline:


2. Click on the drop arrow for Show Markup

and select Balloons

3. Select Show All Revisions Inline

Handy to Know…

When you apply the Inline revision style for tracking changes and you want to insert a comment, the Reviewing pane will be displayed and you will type the comment in

the Reviewing pane (instead of a balloon).

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Instead of displaying revisions in balloons, you can also displays revisions Inline. In this case, the revisions will appear within the document text (in-text) beside the original text. This is an

alternative way to view revisions, and ultimately you will use the revision style that best suits your needs.

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SHOWING AND HIDING REVISIONS

Try This Yourself:

Sa

me

Fil







Display for Review in the Tracking group and select Final

The revision marks are hidden from view, but any further revisions will still be marked up...

Click at the end of the heading High Efficiency Motors to position the insertion point

Press then type (HEM)

Select the text High efficiency motors in the next line and type HEMs

Let’s turn revision marks back on...


Display for Review in the Tracking group and click on Final Showing Markup to show the revisions

Save the document


To show and hide revisions:


2. Click on the drop arrow for Display for

Review in the Tracking group

3. Click on Final to hide revisions, or click on

Final Showing Markup to show revisions

Handy to Know…

The Display for Review tool also provides an option to display Original: Show Markup. If you apply this option, you will be able to edit a document that has already been marked-up by others, but you will only see the original text and your own mark ups.

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When viewing a document that contains revision marks, it can become quite cluttered and difficult to see the document text. Word overcomes this by enabling you to switch the revision marks

on and off. This is also useful when you are not the first person to review the document and do not want your own ideas to be compromised by what other reviewers have marked up.

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SHOWING SPECIFIC TYPES OF REVISIONS

Try This Yourself:

Sa

me

Fil

e Continue using the previous file with

this exercise, or open the file W876 Tracking_5.docx...

Ensure that Track Changes is

active in the Tracking group on the Review tab

You will first insert a comment…

Select the text air conditioning in the second paragraph

Click on New Comment in the

Comments group and type air-conditioning?

The Reviewing pane is displayed and you will need to type the comment here as the Inline revision style is selected…

Click on Show Markup in the

Tracking group to display the list of revision types and select Comments

This option is now toggled off and the comment is hidden from view...


Tracking group and select Comments

to show again, then click on Close

to close the Reviewing pane

Let’s hide the insertions and deletions…


Tracking group and select Insertions and Deletions

Repeat step 6 to display insertions and deletions and then save the document


To specify what to show:


2. Click on Show Markup in the Tracking

group and select an option from the list

3. Repeat the above steps to display the option again

Handy to Know…

To review the mark ups of specific authors,

click on Show Markup in the Tracking

group, point to Reviewers and select the names from the list.

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There are several types of revision marks that you can apply to a document. These marks indicate insertions, deletions and formatting changes, and it is also possible for a document to

have multiple reviewers; each identified by their initials. Word enables you to specify what revisions you want to show, thereby customising the level of detail on the screen.

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SHOWING AND HIDING THE REVIEWING PANE

Try This Yourself:

Sa

me

Fil

e

Continue using the previous file with this exercise, or open the file W876 Tracking_6.docx...





Reviewing Pane in the

Tracking group

There are two placement options for the pane: horizontal and vertical...

Select Reviewing Pane Vertical to display the pane on the left side of the screen

The revisions for the current document are listed...

Click on Reviewing Pane

in the Tracking group to hide the pane

Repeat step 1 and select Reviewing Pane Horizontal to display the pane at the bottom of the window

Repeat step 3 to hide the pane once more

Save the document


To show and hide the Reviewing pane:


2. Click on the drop arrow for Reviewing

Pane in the Tracking group

3. Select an option from the list

Handy to Know…

Click on close in the top-right corner of

the pane to hide the Reviewing pane.

When you have selected the Inline revision style and then insert a new comment, the Reviewing pane will be displayed and you will type the comment into the Reviewing pane.

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The Reviewing pane appears as a separate window that displays a list of the revisions made throughout a document. The Reviewing pane is like a quick reference to all of a document’s

revisions, with each revision categorised according to the part of the document it belongs to, such as the main document or footer, for example. Each revision type is also colour-coded.



ACCEPTING AND REJECTING CHANGES

Try This Yourself:

Sa

me

Fil



Ensure that Track Changes is

active in the Tracking group on the Review tab

Click on the revised text and in the heading

This indicates which revisions you want to accept or reject...

Click on Reject in the Changes

group

Word will reject the change by reinstating the original text, and then move to the next change...

Repeat step 3 to remove the inserted text and move to the next revision

Click on Accept in the

Changes group

Word will make the change and move to the comment...

Repeat step 3 to reject the comment

Accept the next 4 changes, then reject the final change

You will receive a message that there are no comments or tracked changes…

Click on [OK], then save and close the document


To accept or reject a revision:

1. Click on the revision, then click on the Review tab

2. Click on Accept or Reject

3. Click on Track Changes to turn this

feature off when finished

Handy to Know…

Right-click on a revision to display a shortcut menu and select to Accept or Reject the change.

Select a portion of the document containing multiple revisions, then right-click and select Accept or Reject to accept or reject all changes.

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One obvious benefit of tracking changes is that you can browse the revisions and choose to either accept or reject those changes. Once a revision is accepted, it is incorporated into the

text and revision marks are removed. When a change is rejected, the original text is restored and any revisions are removed. These changes become permanent once the document is saved.

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chapter 13 - tracking changes - west sussex … learning... · 2012-05-16 · microsoft word 2010 -...

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